HomeMy Public PortalAboutCivic Initiative AgreementScope of Work
for
PaaS RFP Support Services
Provided under the terms of:
NASPO ValuePoint Master Agreement No. 19-19-05 for
Procurement of Acquisition Support Services
Participating Addendum Florida Department of
Management Services (Contract No. 80111623-19-ACS)
between
Civic Initiatives LLC ("Civic Initiatives")
a company incorporated in Texas
with an address at
7000 N Mopac Expwy, Suite 200, Austin, TX 78731
and
City of Crestview, FL ("Client")
with an address at
198 North Wilson Street, Crestview, FL 32536
7000 N Mopac Expressway, Suite 200 | Austin, TX 78731 | 512.523.4834 | info@civicinitiatives.com
SECTION 1. Understanding
Civic Initiatives will provide on-demand procurement support services to City of Crestview,
FL (“Client”) in support of ongoing procurement-related projects on an as needed basis.
SECTION 2. Work Plan
Civic initiatives will provide on-demand procurement support services to Client in support
of ongoing procurement-related projects on an as needed basis. Request for support may
be made in one of two means:
1.Informal Requests
Client will email Civic Initiatives identified Project Manager (CI-PM) to request support for
procurement-related tasks that require limited hours to fulfill the need (e.g., provision of
subject matter expertise, support for meetings, review of documents, etc.). CI-PM will
acknowledge and inform Client Project Manager (Client PM) of the resource(s) that will
fulfill the work requested.
2.Formal Requests
Client will provide a Scope of Work (SOW) to Civic Initiatives for project-based work (e.g.,
projects with a clear timeline and associated deliverables). CI-PM will acknowledge and will
provide Client PM with a detailed workplan, deliverables and associated Not-to-Exceed
(NTE) project cost and once agreed Client will initiate the project with a Notice to Proceed.
If any Formal Requests are made in conjunction with the creation of the initial SOW they
will be included in Exhibit A. If Formal Requests are made after the initial SOW, the Notice
to Proceed will be treated as an addition to Exhibit A.
SECTION 3. Payment Terms
All work performed under this SOW will be performed and invoiced at current hourly rates
provided in the NASPO Master Agreement No. 19-19-05. Monthly invoices will be
submitted to the client for all hours performed against client projects for the previous
month. Upon client satisfactory completion of a project, the project shall be considered
closed.
Travel is not expected. However, if the need for travel arises, Civic Initiatives will utilize
ONSITE rates for project resources found in the NASPO ValuePoint Master Agreement.
All payments will be made within thirty (30) Calendar Days of receipt and acceptance of a
proper invoice that includes all required information. If an invoice does not meet
requirements, the Client will send written notice with the improper invoice within ten (10)
7000 N Mopac Expressway, Suite 200 | Austin, TX 78731 | 512.523.4834 | info@civicinitiatives.com
calendar days after receipt of the invoice. The notice will contain a description of the defect
and any additional information needed to correct the invoice.
SECTION 4. Signatures
This SOW is subject to the terms set forth in the NASPO Master Agreement No. 19-19-05
between Civic Initiatives and City of Crestview, FL. This SOW is effective on the Execution
Date (date executed by Client on Signature Page below). Changes to this SOW will be valid
only through an Amendment as permitted by the Master Agreement and only if the
Amendment is signed by both Parties.
Signature page follows
Harry Pape, CFO
9/29/2023
EXHIBIT A
PROJECT 1: RFP SUPPORT
The following provides an overview of tasks Civic Initiatives will execute for any given
assigned procurement project, based on estimated scope. All individual RFP projects will be
scoped and confirmed in the client Resource Tracker unless an alternative process is
established through mutual agreement.
Task 1: Project Setup/Kickoff
Civic Initiatives will facilitate a project kickoff meeting with project executives and Client
identified project stakeholders to execute critical planning and contract initiation functions
necessary to ensure project success. The meetings will focus on identifying the project
manager, stakeholders, validating the project scope and timeline, and reviewing key
deliverables. Civic Initiatives will also coordinate with the Client Project Manager to collect
reports, documents and data relevant to the project to begin to familiarize ourselves with
key aspects of the project.
Task 2: Current State Discovery
The Current State Discovery phase contains tasks necessary to review key aspects of the
procurement category, including any contracts currently in place to establish a baseline
prior to developing recommendations for optimization and a procurement strategy. Focus
will be on the review and assessment of all relevant data, documentation and reports, and
performance of interviews with identified stakeholders. Key tasks include:
•Identify, collect, and review additional key documents related to the contract
category
•Facilitate interviews with identified stakeholders to discuss the current contract and
approach
•Facilitate interviews with identified stakeholders to discuss pros and cons of the
current contract and approach
•Facilitate interviews with identified stakeholders to discuss State and Federal
policies, processes or programs impacting the contracts
•Facilitate interviews with identified stakeholders to discuss additional considerations
for current contracts
Task 3: Solution Definition & Stakeholder Engagement Workshops
Civic Initiatives will perform the following tasks to facilitate the identification of Client goals,
objectives, business requirements, and service delivery strategies toward the
establishment of clear definition of need for the project. Key tasks include:
•Host a workshop with Client identified executives, management, and staff to capture
and document solicitation goals, objectives and outcomes
•Host stakeholder workshops with CLIENT identified executives, management, and
staff to gather information regarding Business Requirements
•Compile information gathered from stakeholders to direct future requirements
development activities
Task 4: Market Research & Procurement Strategy Development
Civic Initiatives will complete tasks necessary to leverage the Current State Benchmark
Briefing and the Solution Definition to assess gaps, identify opportunities for improvement,
and assess peer and industry best practices toward the development of a procurement
strategy, incorporating opportunities for contract optimization. Tasks include, but are not
limited to:
•Compare the current state findings to identified solution definition in order to
identify gaps
•Perform market research for the relevant procurement category
•Compare and contrast the contracting approach of the Client to peers
•Compare and contrast the contracts and contracting approach of the Client to
applicable leading practices
•Develop recommendations for solicitation and contract optimization/risk mitigation
strategies that seek to address identified gaps
Task 5: Requirements Development
Civic Initiatives will utilize market research performed and work performed to date to
develop an initial requirements document (e.g., Specification or Scope of Work) for
feedback from Client. Feedback received from the Client will be reviewed and incorporated,
and Civic Initiatives will work with the Client to rectify any issues or concerns, prior to
providing back a final version for use in the solicitation.
Task 6: Solicitation Development
Civic Initiatives will develop a draft Solicitation Document aligned to the Procurement
Strategy and Requirements utilizing a Client-provided standard solicitation template to
compile required solicitation elements. Civic Initiatives will prepare and present the details
of the draft solicitation document in a meeting with the Client to provide an overview of the
solicitation and solicit feedback. Feedback from the Client will be incorporated into a final
draft deliverable. Civic Initiatives will then support Client to execute required governance
and review processes and support iteration of the document content, as required. In
addition, Civic Initiatives will develop and/or compile any required supporting forms,
templates or attachments for inclusion in the solicitation.
NOTE: It is expected that final details required to finalize a Solicitation Document and advertise it
to the market will be completed by the Client.
Task 7: Solicitation Execution Support
Civic Initiatives will provide subject matter expertise and support to Client in the execution
phase of the acquisition event including:
•Support for responding to supplier inquiries regarding the acquisition event
•Support to draft revised solicitation content based on supplier inquiries and/or
responses (as required)
•Support to draft solicitation addenda (as required)
•Support to draft an evaluation model and supporting evaluation tools
Task 8: Solicitation Evaluation Support
Civic Initiatives will provide subject matter expertise and support in the review and
evaluation of proposals and system demonstrations to provide the evaluation team with
assessment of functionalities, capabilities, strengths/weaknesses, implementation
methodologies, support methodologies, and other relevant items in context of
requirements and project objectives.
NOTE: As an SME Civic Initiatives cannot be an active scoring evaluator of the solicitation
responses.
Task 9: Contract Development & Execution Support
Civic Initiatives will provide subject matter expertise and support in the development of a
contract with the awarded contractor(s). Civic Initiatives will review the proposed contract
and provide recommended improvements in key areas to help the Client obtain the
outcome it seeks under the most favorable terms.
PROJECT 2: STRATEGIC PROCUREMENT TRANSFORMATION SERVICES
On a deliverable basis, Client may request Strategic Procurement Transformation Services
to include, but not be limited to:
•Program Assessments
•Program Optimization
•Policy/Process Redesign
•Training and Certification Program Development
Upon request for services, Civic Initiatives staff will review the request and provided
materials. If Civic Initiatives requires more information or clarity on the project, they will
seek to set a client meeting with the appropriate stakeholders to discuss. Within three (3)
business days Civic Initiatives will establish a per deliverable cost, estimated start date and
completion date based on current portfolio workload.
Civic Initiatives will provide Project-specific Work Plans to be attached and
incorporated herein. Upon Client approval, Civic Initiatives will initiate project work in
coordination with Client.
7000 N Mopac Expressway, Suite 200 | Austin, TX 78731 | 512.523.4834 | info@civicinitiatives.com
Exhibit A
Project 2A Work Plan
Task 1: Project Mobilization & Manual Planning
Civic Initiatives will complete the following tasks necessary to ensure that key project
elements are aligned and agreed to, and that necessary logistics are addressed to ensure
project success.
Civic Initiatives will also review key areas of the procurement operations of the Client to
establish a high-level understanding of the relevant people, policy, technology, and related
processes to create a Plan for the update of the Client Procurement Manual. The Manual
will clearly define roles and responsibilities for all phases of the procurement life cycle
(plan, procure, and manage) to assist buyers in all process steps required to complete a
procurement. Tasks include:
•Establish a Client Portal for housing of the project plan, dashboard, and other
relevant project documentation
•Draft finalized project work plan and schedule for approval from Client
•Facilitate meeting with Executive Project Team to review the project work plan and
schedule to ensure there is a common understanding of:
◦Project goals and objectives
◦Project tasks and deliverables
◦Project roles and responsibilities
◦Project Success
•Facilitate a meeting with Client Project Manager to discuss:
◦Key contract elements (Scope, Schedule, etc.)
◦Project management requirements
◦Project logistics
◦Administrative contract items (Invoicing, Payment, etc.)
◦Client Portal
•Facilitate formal project Kickoff Meeting with Client identified project stakeholders (if
necessary)
•Work with Client Project Manager to submit a formal request for documents
necessary to gain a foundational understanding of Client procurement practices.
Key areas of review include:
◦Policy Review – Review of relevant statutes, codes, administrative policies,
thresholds
7000 N Mopac Expressway, Suite 200 | Austin, TX 78731 | 512.523.4834 | info@civicinitiatives.com
◦Process Review – Review of pertinent guidance on the execution of
procurement processes, including supporting job aides
◦Organization Review – Review of how procurement is organized, both in its
place within the Client entity and how it is staffed and structured at the
central procurement office and agencies/departments
◦Technology Review – Review of relevant documentation on the systems
utilized in executing procurement lifecycle practices
•Coordinate with Client Project Manager to schedule a maximum of three (3)
stakeholder interviews to discuss expectations for intended content and document
an approach, form and format for presentation of guidance document content (e.g.,
document, public website, intranet, etc.)
Deliverables
1.Client Portal with Project Plan & Dashboard – A SmartSheet portal to be used in
tracking and monitoring the project progress. The portal can also be used for other
project related items such as sharing relevant documents and providing and
receiving deliverables throughout the project.
2.Project Executive Meeting – Meeting to acquaint the Civic Initiatives project team
with the Client Project Executive Team and to validate alignment of project scope
and success.
3.Project PM Huddle – Meeting between the Civic Initiatives and Client Project
Managers to discuss key project items and coordinate on project management tools
and initial project logistics.
4.Discovery Document Request – SmartSheet providing a list of requested
documents necessary to perform the foundational review. The SmartSheet will
provide the Client with the ability to upload relevant documents for the review and
provide additional information as is relevant to the review.
5.Project Kickoff Meeting (if necessary) – A meeting with a broader set of Client
stakeholders to formally kickoff the meeting, should it be required culturally for the
project. The need for this meeting will be determined in coordination with the
Client Project Executive Team.
6.Manual Content Development Plan – A SmartSheet detailing the planned content
and timeline for development, review and delivery of the manual content. This
deliverable will be provided through the Smartsheet project portal.
7.Manual Content Template – A document detailing the Client approved template to
be utilized in development of all manual content. This deliverable will be provided in
MS Word or in Document 360 depending on the format approved for content
delivery.
7000 N Mopac Expressway, Suite 200 | Austin, TX 78731 | 512.523.4834 | info@civicinitiatives.com
Task 2: Manual Content Development
Civic Initiatives will work with key stakeholders to perform discovery and develop content
for the Client Procurement Manual based on current practices and any approved policy
and process changes identified in the Task 1.
Draft content areas will be developed and submitted to the Client for review in accordance
with the agreed upon CTA Development Plan. Along with the final version, Civic Initiatives
will provide a list of recommended job aides (e.g., resources, tools, guides and templates)
for consideration.
Deliverables
1.Draft Manual Content – Discovery, development, and submission of an initial draft
of the manual content in accordance with the agreed upon Content Development
Plan. This deliverable will be provided in MS Word or in Document 360 depending
on the format approved for content delivery.
2.Final Manual Content – Revised manual content, incorporating feedback received
from the Client. The final content will be accompanied by a list of associated job
aides for use as resources for the content area. This deliverable will be provided in
MS Word or in Document 360 depending on the format approved for content
delivery.
Task 3: Job Aide Development
Civic Initiatives will work with the Client to develop boilerplate templates for a three (3)
solicitation types including Request for Proposal (RFP), Invitation to Bid (ITB) and Request
for Quotes (RFQ).
Deliverables
1.Draft Job Aide – Development/Revision and submission of an initial draft of the
approved job aide. This deliverable will be provided in a format agreed to with the
Client that is most appropriate for the job aide.
2.Final Job Aide – Revised job aide, incorporating feedback received from the Client.
This deliverable will be provided in a format agreed to with the Client that is most
appropriate for the job aide.
7000 N Mopac Expressway, Suite 200 | Austin, TX 78731 | 512.523.4834 | info@civicinitiatives.com
Timeline
The following table provides an estimated timeline for the execution of the project work
plan presented in above Project 2A Work Plan.
Deliverable Estimated Due Date
Client Portal with Project Plan & Dashboard
Project Executive Meeting
Project PM Huddle
Discovery Document Request
Project Kickoff Meeting (if necessary)
2 weeks from issuance of Contract or
Purchase Order
Manual Content Development Plan
Manual Content Template
6 weeks from issuance of Contract or
Purchase Order
Draft Manual Content 20 weeks from approved Content
Development Plan
Final Manual Content
Draft Templates
4 weeks from final draft content
submission
Final Templates 4 weeks from draft template submission
Upon execution of a contract or issuance of a Purchase Order, the Civic Initiatives Project
Manager will work with the Client to finalize the project timeline, which will be updated to
reflect the agreed upon project start date and will make accommodations for holidays.
Cost
The following table provides details of the project costs associated with the execution of
the project work plan presented in above Project 2A Work Plan.
Deliverable Cost
Client Portal with Project Plan & Dashboard
Project Executive Meeting
Project PM Huddle
Discovery Document Request
Project Kickoff Meeting (if necessary)
$7,311.86
Manual Content Development Plan
Manual Content Template
$4,011.46
Draft Manual Content $33,354.15
$2,223.61/content area delivered
Estimate of 15
Final Manual Content $10,697.10
$713.14/content area delivered
Estimate of 15
Draft Templates $5,221.26
7000 N Mopac Expressway, Suite 200 | Austin, TX 78731 | 512.523.4834 | info@civicinitiatives.com
Deliverable Cost
Final Templates $3,056.34
TOTAL $63,652.17
rvicinitiatives
N 7000 7000 N Mopac Expressway, Suite 200 1 Austin, TX 78731 1 512.523.4834 1 info@civicinitiatives.corn
Amendment to Exhibit A, Project 2A
Highlighted items reflect amendments to the Project
Project 2A Work Plan
Task 1: Project Mobilization & Manual Planning
Civic Initiatives will complete the following tasks necessary to ensure that key project
elements are aligned and agreed to, and that necessary logistics are addressed to ensure
project success.
Civic Initiatives will also review key areas of the procurement operations of the Client to
establish a high-level understanding of the relevant people, policy, technology, and related
processes to create a Plan for the update of the Client Procurement Manual. The Manual
will clearly define roles and responsibilities for all phases of the procurement life cycle
(plan, procure, and manage) to assist buyers in all process steps required to complete a
procurement. Tasks include:
• Establish a Client Portal for housing of the project plan, dashboard, and other
relevant project documentation
• Draft finalized project work plan and schedule for approval from Client
• Facilitate meeting with Executive Project Team to review the project work plan and
schedule to ensure there is a common understanding of:
▪ Project goals and objectives
▪ Project tasks and deliverables
• Project roles and responsibilities
• Project Success
• Facilitate a meeting with Client Project Manager to discuss:
• Key contract elements (Scope, Schedule, etc.)
• Project management requirements
• Project logistics
• Administrative contract items (Invoicing, Payment, etc.)
• Client Portal
• Facilitate formal project Kickoff Meeting with Client identified project stakeholders (if
necessary)
• Work with Client Project Manager to submit a formal request for documents
necessary to gain a foundational understanding of Client procurement practices.
Key areas of review include:
Vv1cjft1at1ves
7000 NMopac
N Mopac Expressway, Suite 200 1 Austin, TX 78731 i 512.523.4834 1 infoPcivicinitiatives.com
• Policy Review - Review of relevant statutes, codes, administrative policies,
thresholds
• Process Review - Review of pertinent guidance on the execution of
procurement processes, including supporting job aides
• Organization Review - Review of how procurement is organized, both in its
place within the Client entity and how it is staffed and structured at the
central procurement office and agencies/departments
Technology Review - Review of relevant documentation on the systems
utilized in executing procurement lifecycle practices
• Coordinate with Client Project Manager to schedule a maximum of three (3)
stakeholder interviews to discuss expectations for intended content and document
an approach, form and format for presentation of guidance document content (e.g.,
document, public website, intranet, etc.)
Deliverables
1. Client Portal with Project Plan & Dashboard - A SmartSheet portal to be used in
tracking and monitoring the project progress. The portal can also be used for other
project related items such as sharing relevant documents and providing and
receiving deliverables throughout the project.
2. Project Executive Meeting - Meeting to acquaint the Civic Initiatives project team
with the Client Project Executive Team and to validate alignment of project scope
and success.
3. Project PM Huddle - Meeting between the Civic Initiatives and Client Project
Managers to discuss key project items and coordinate on project management tools
and initial project logistics.
4. Discovery Document Request - SmartSheet providing a list of requested
documents necessary to perform the foundational review. The SmartSheet will
provide the Client with the ability to upload relevant documents for the review and
provide additional information as is relevant to the review.
5. Project Kickoff Meeting (if necessary) - A meeting with a broader set of Client
stakeholders to formally kickoff the meeting, should it be required culturally for the
project. The need for this meeting will be determined in coordination with the
Client Project Executive Team.
6. Manual Content Development Plan - A SmartSheet detailing the planned content
and timeline for development, review and delivery of the manual content. This
deliverable will be provided through the Smartsheet project portal.
7. Manual Content Template - A document detailing the Client approved template to
be utilized in development of all manual content. This deliverable will be provided in
rciv icinitiatives
N 7000 7000 N Mopac Expressway, Suite 200 1 Austin, TX 78731 1 512.523.4834 1 infoPcivicinitiatives.com
MS Word or in Document 360 depending on the format approved for content
delivery.
Task 2: Manual Content Development
Civic Initiatives will work with key stakeholders to perform discovery and develop content
for the Client Procurement Manual based on current practices and any approved policy
and process changes identified in the Task 1.
Draft content areas will be developed and submitted to the Client for review in accordance
with the agreed upon CTA Development Plan. Along with the final version, Civic Initiatives
will provide a list of recommended job aides (e.g., resources, tools, guides and templates)
for consideration.
Deliverables
1. Draft Manual Content - Discovery, development, and submission of an initial draft
of the manual content in accordance with the agreed upon Content Development
Plan. This deliverable will be provided in MS Word or in Document 360 depending
on the format approved for content delivery.
2. Final Manual Content - Revised manual content, incorporating feedback received
from the Client. The final content will be accompanied by a list of associated job
aides for use as resources for the content area. This deliverable will be provided in
MS Word or in Document 360 depending on the format approved for content
delivery.
Task 3: Job Aide Development
Civic Initiatives will work with the Client to develop boilerplate templates for a five (5)
solicitation types including Request for Proposal (RFP), Invitation to Bid (ITB), Request for
Quotes (RFQ), Invitation to Bid for Construction and Request for Qualifications for
Professional Services/Construction Management.
Deliverables
1. Draft Job Aide - Development/Revision and submission of an initial draft of the
approved job aide. This deliverable will be provided in a format agreed to with the
Client that is most appropriate for the job aide.
2. Final Job Aide - Revised job aide, incorporating feedback received from the Client.
This deliverable will be provided in a format agreed to with the Client that is most
appropriate for the job aide.
civicinitiatives
7000 N Mopac Expressway, Suite 200 1 Austin, TX 78731 1 512.523.4834 1 info@civicinitiatives.com
Timeline
The following table provides an estimated timeline for the execution of the project work
plan presented in above Project 2A Work Plan.
Deliverable Estimated Due Date
Client Portal with Project Plan & Dashboard
Project Executive Meeting
Project PM Huddle
Discovery Document Request
Project Kickoff Meeting (if necessary)
Manual Content Development Plan
Manual Content Template
Draft Manual Content
Final Manual Content
Draft Templates
Final Templates
2 weeks from issuance of Contract or
Purchase Order
6 weeks from issuance of Contract or
Purchase Order
20 weeks from approved Content
Development Plan
4 weeks from final draft content
submission
4 weeks from draft template submission
Upon execution of a contract or issuance of a Purchase Order, the Civic Initiatives Project
Manager will work with the Client to finalize the project timeline, which will be updated to
reflect the agreed upon project start date and will make accommodations for holidays.
Cost
The following table provides details of the project costs associated with the execution of
the project work plan presented in above Project 2A Work Plan.
Deliverable
Cos
Client Portal with Project Plan & Dashboard
Project Executive Meeting
Project PM Huddle
Discovery Document Request
Project Kickoff Meeting (if necessary)
Manual Content Development Plan
Manual Content Template
Draft Manual Content
Final Manual Content
$7,311.86
$4,011.46
$33,354.15
$2,223.61/content area delivered
Estimate of 15
$10,697.10
$713.14/content area delivered
Estimate of 15
Harry Pape, CFO
12/12/2023